Grants Specialist

Eastern Iowa Community Colleges; Davenport (IA); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

PTO 20 days + holidays

Sick leave 14 days

Personal time 2 days

Paid holidays

Summer Fridays off

Retirement plan with IPERS or TIAA

Health, vision, dental

Life insurance

Long Term Disability

Tuition reimbursement

Flexible Spending Account

Professional development reimbursement

Employee discounts

Employee Assistance Program

Job summary

EASTERN IOWA COMMUNITY COLLEGES seeks a Grant Specialist to provide day-to-day administrative support at the District Office in Davenport. This on-site role assists the Director of Grants and District Foundation across the grant lifecycle, from information gathering for proposals to filing reports and maintaining award records.

Responsibilities span pre-award support, award administration, and reporting/compliance, with a strong emphasis on organization, confidentiality, and collaboration with

Qualifications

• Associate1 degree in business administration, public administration, or a related field.
• One year of administrative experience.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook, and comfort with grants management software.
• Strong organizational skills with high attention to detail and deadlines.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive donor information.
• Comfortable working under direction and following established procedures and templates.

Responsibilities

• Assist the Director with gathering information on federal, state, local, and private foundation funding opportunities.
• Maintain a shared calendar of grant deadlines, reporting due dates, and renewal cycles.
• Provide administrative support to faculty and staff preparing letters of intent, proposal narratives, budgets, and attachments.
• Gather and organize supporting documentation, including institutional data and financial records.
• Route proposals for internal sign-off and track their status.
• Enter new awards into the colleges financial and grants management systems.
• Maintain grant files and amendments, physical and electronic.
• Track budget balances and expenditures with Business Office.
• Prepare draft budget modifications and no-cost extension paperwork.
• Track award terms and conditions.
• Assemble and format programmatic and financial reports for the Directors review.
• Maintain compliance calendars and checklists for funder requirements.
• Support audits by organizing documentation and certifications.
• Track and file certifications and disclosures.
• Answer inquiries and route complex questions to the Director.
• Maintain the grants and Foundation office database and tracking system.
• Process purchase requisitions, invoices, and reimbursements for grant funds.
• Schedule meetings and site visits; provide day-of support.
• Provide reference materials on grant compliance procedures.
• Maintain filing systems per retention policies.
• Prepare internal communications and correspondence.

Skills

Associate degree

Administrative experience

MS Office proficiency

Organizational skills

Communication skills

Confidentiality

Procedures adherence

Grant lifecycle knowledge

Education

Associate’s degree in business administration/public administration/related field

Bachelor’s degree in business administration/public administration/related field (preferred)

Tools

Microsoft Office Suite

Grants management software

Job description

Welcome to Eastern Iowa Community Colleges. We are so glad you are here.

Supervisor's Title Director of Grants & District Foundation, Rachael Mullins

Location

Location District Office, Davenport (05)

Job Description

The Grant Specialist is on-site at the District Office, and provides day-to-day administrative support to the Director of Grants and District Foundation. This is a support role, assisting in various tasks involved in the grant lifecycle, from gathering information for proposals through filing reports, organizing award records, and basic financial support. Excellent benefits package:

• Administrative salaried staff receive Paid time off annually starting at 20 days of vacation, 14 days sick, 2 days of personal time. In addition to paid holidays off, including a week in December.
• Summer Fridays off – shift rotation for those positions that require daily coverage
• Retirement plan with 9.44% employer contribution ( IPERS or TIAA option), employees contribute 6.29%, plus additional retirement options
• Health, vision, and dental coverage
• Employer paid & voluntary Life insurance
• Employer paid Long Term Disability insurance
• Tuition reimbursement for employees and dependents
• Flexible Spending Account options
• Professional development and education reimbursement benefits
• State employee discounts for cell phones, hotels, museums, etc. Employee Assistance Program

To be considered for this position, applicants must be currently authorized to work in the United States on a full-time basis. EICC is unable to sponsor employment visas.

Required Qualifications

• Associate’s degree in business administration, public administration, or a related field
• One year of administrative experience
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook, and comfort learning grants management and financial software
• Strong organizational skills with high attention to detail and the ability to follow through on assigned tasks and deadlines
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive financial and donor information
• Comfortable working under direction and following established procedures and templates

Preferred Qualifications

• Bachelor’s degree in business administration, public administration, or a related field preferred
• Grant, nonprofit, or higher education experience preferred
• Community College development experience preferred

Physical Demands

Work is primarily performed in an office setting with prolonged periods of sitting and computer use. Occasional standing, walking, bending, and lifting of materials up to 20 pounds may be required. The position requires verbal communication, manual dexterity, and visual acuity sufficient to perform assigned duties.

Salary Starting range: $52,100 - 63,900

Typical Duties and Responsibilities

Pre-Award Support

• Assist the Director with searching for and compiling information on federal, state, local, and private foundation funding opportunities
• Maintain a shared calendar of grant deadlines, reporting due dates, and renewal cycles
• Provide administrative support to faculty and staff who are preparing letters of intent, proposal narratives, budgets, and required attachments
• Gather and organize supporting documentation, including institutional data, org charts, audited financials, and indirect cost rate agreements, as requested by the Director
• Route proposals for internal sign off and approval and track their status

Award Administration

• Enter new awards into the college’s financial and grants management systems
• Maintain accurate grant files, both physical and electronic, including agreements, budgets, correspondence, and amendments
• Assist in tracking budget balances and expenditures in coordination with the Business Office
• Prepare draft budget modification and no cost extension paperwork for the Director’s review and submission
• Help track award terms and conditions

Reporting and Compliance

• Assemble and format programmatic and financial reports for the Director’s review before submission to funders
• Maintain compliance calendars and checklists for federal, state, and private funder requirements
• Support internal and external audits by organizing and providing requested documentation
• Track and file required certifications, assurances, and disclosures

General Office and Administrative Functions

• Answer routine inquiries from faculty, staff, and funders and direct more complex questions to the Director
• Maintain the grants and Foundation office database and tracking system for active, pending, and closed grants and gifts
• Process purchase requisitions, invoices, and reimbursement requests related to grant and Foundation funds
• Schedule meetings, site visits, and training for the Director and provide day of support
• Provide new faculty and staff with basic reference materials on grant compliance procedures
• Maintain organized digital and paper filing systems consistent with records retention policies
• Prepare correspondence, memos, and internal communications as directed by the Director
• Assist with office budget tracking and supply and resource ordering

EICC Non-Discrimination Statement

It is the policy of Eastern Iowa Community College District not to discriminate in its programs, activities, or employment on the basis of race, color, national origin, sex, disability, age, sexual orientation, gender identity, creed, religion, and actual or potential family, parental or marital status, as required by the Iowa Code §§216.6 and 216.9, Titles VI and VII of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d and 2000e), the Equal Pay Act of 1973 (29 U.S.C. § 206, et seq.), Title IX (Educational Amendments, 20 U.S.C. §§ 1681-1688), Section 504 (Rehabilitation Act of 1973, 29 U.S.C. § 794), and Title II of the Americans with Disabilities Act (42 U.S.C. § 12101, et seq.). If you have questions or complaints related to compliance with this policy, please contact EICC’s Equal Employment Opportunity Officer/Equity Coordinator, Eastern Iowa Community College District, 101 West Third Street, Davenport, Iowa 52801, 563-336-5222, [e-mail] or the Office for Civil Rights, U.S. Department of Education, Cesar E. Chavez Memorial Building, 1244 Speer Boulevard, Suite 310, Denver, CO 80204-3582, Telephone: [phone]. FAX : [phone]; TDD : 800-877-8339 or Email: OCR [e-mail]